S PRING 2015 Y EARLY B UDGET John Foti, USGA Treasurer Annalisa Berardinelli, USGA Assistant Treasurer

O VERVIEW Process for requesting USGA funds for academic year. Complete request consists of spreadsheet (Excel) and supplement (Word). Supplement has an 8 page limit not including directions page Forms became active March 1 st Found on Charger Connection under USGA documents Forms are due electronically via RSO accounts to by 11:59:59 pm on March 31

B UDGET R EQUEST L IMITS Blue status RSO’s can request up to $500 for their funds for next year. Gold Status RSO’s can request any amount that they deem appropriate.

Y EARLY B UDGET S PREADSHEET

Y EARLY B UDGET S AMPLE S PREADSHEET

S UPPLEMENT D IRECTIONS Start the supplement with the name of your RSO and your RSO Mission Statement in order to explain who you are and what your purpose is on campus You must use the format shown in the attached example, to follow to justify and reflect the requested funds on the Yearly Budget Spreadsheet

S UPPLEMENT D IRECTIONS After outlining what your funds will be used for, answer the following questions in the “Explanation” space for each budget line: How does this benefit your organization? How does this benefit the university community? How does this tie back to your RSO mission statement? Any other reason why the requested funds are necessary?

S UPPLEMENT /E XAMPLE SupplementExample

SupplementExample

Supplement Example

SupplementExample

S UPPLEMENT P OINTERS Each line of the supplement should have the bullet points outlining the requested amount and what they will be used for Be sure to answer all of the questions in the explanation section per line Make sure you use the format provided within Line 1 on each line, otherwise your organization is subject to reductions Only use bullets for the column categories in which funds are requested on the budget spreadsheet

P UBLICITY & S UPPLIES Includes publicity & advertising costs i.e. banners, lawn signs, etc. Apparel costs i.e. t-shirts, sweatshirts, uniforms, etc. Supplies, Office supplies & Event supplies i.e. decorations, paper, stapler, etc.

F OOD S ERVICE Food-related expenses for events being held on and off campus Must comply with guidelines established by Sodexo

P ROFESSIONAL & S ERVICE C OSTS Speakers, comedians, DJs, inflatables & other performers, lecturers, etc. Coaches and other athletic staff (for club sports) Any contracted services provided by vendors i.e. Party People EXCEPTION: Transportation and lodging will be categorized in the Lodging/Transportation column

L ODGING & T RANSPORTATION Buses ordered for RSO off campus events Taxi & plane ticket costs for performers Mileage reimbursement Current CT rate is $0.56/mile

O THER E XPENSES Expenses not included in other categories, such as: Gift cards and other items purchased as prizes and/or giveaways Funds for co-sponsoring with other RSOs Ticket & admission costs for off-campus trips League dues for club sports

R EVENUE Expected dues from club members from on and off campus accounts Expected fundraising total Expected other revenue sources i.e. prize money, donations, advertisements Make sure you don’t forget to answer this question at the end of the supplement!

N OTE ON C ONFERENCE P OLICY The USGA legislature approved a change affecting how conferences can be requested: All conferences may now be requested for in yearly budget, regardless of conference date Requests can be made by creating a conference line and following the same steps as you would for any other budget line Two types of conferences: Media Conferences & RSO Conferences

M EDIA C ONFERENCES Open to all students active in an RSO Eligible to receive full funding for travel, food, lodging, and registration fees Maximum of six students and one advisor may attend the conference Operating budgets may be allocated to these conferences taking place at any point of the fiscal year

RSO C ONFERENCES Major/goal/or career specific Eligible to receive funding for travel and lodging only President RSO must show that research was done to find reasonable prices for both travel and lodging A maximum of eleven students and one advisor may receive USGA funding to attend the conference RSO may choose to disperse their approved funding evenly among the attending students to offset the cost per attendee RSO’s have the ability to fund additional students if they so choose, but will have to pay for outside of their USGA account For full policy please refer to USGA Treasurer’s Manual

T RAVEL C HANGES Tickets must be purchased at least one (1) month prior to travel date Applies to both airfare and train tickets When flying, you must fly coach

C O -S PONSORSHIP Money can be requested for events that you co- sponsorship. NOT EVENTS THAT YOU SPONSORED Every RSO requesting co-sponsor funds will receive an initial $50 For each additional co-sponsorship that took place this year RSO will receive $50 per co- sponsorship

P OINTS M ATTER Your RSOs points as of April 1 st at 12:00 am will be taken into consideration during the Yearly Budget Request deliberation The points your RSO received for each event will be utilized by the budget committee during request deliberations So points do matter!

S TANDARDS Member T-shirts/Apparel Top 20: $15 per member Non-Top 20: $10 per member Blue Status: $10 per member Event T-shirts/ Apparel Event Points 31+/$1500 Event Points 16-30/$1000 Includes new events and events without points record Events Points 15 or lower/$500 Socials (internal) Top 20: $15 per member Non-Top 20: $10 per member Blue Status $10 per member Co-Sponsorships $50 baseline for any RSO requesting co-sponsor funds Additional $50 per co-sponsored event this year (not hosted event)

S TIPULATIONS All stipulations are applied after the budget committee has recommended a total amount for your RSO Late Submissions = 80% Submitting your budget after 11:59:59 on March 31 st Incomplete Form = 33% Not fully completing all fields on both the spreadsheet and supplement Modified Formatting = 25% Altering the format for either the supplement or spreadsheet (i.e. changing the font, size, color, margins, not following format guidelines, etc.)

Q UESTIONS ? John Foti Office Hours: Monday 9:00-10:30 &12:30-4:30 Tuesday 11:00-12:00 Wednesday 9:00-10:30 &12:30-4:30 Thursday 1:30-4:30 Annalisa Berardinelli Office Hours: Thursday 10:00-12:00 & Friday 1:30-4:30 Treasurer’s Office: Bartels Hall 222 Office: Fax: